Program Assistant 3, Leadership Annual Giving

Department: Alumni Relations & Development

Salary/Grade: NEX/11

Please note: The target budgeted salary for this position is $22.25 - $23.25 hourly. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

Job Summary:

Program Assistant 3, Leadership Annual Giving, provides integral administrative support with a range of team projects and tasks for the Leadership Annual Giving team, including donor events, through coordination, preparation of materials and on-site or virtual assistance as needed. This position utilizes systems and tools, including but not limited to: Outlook, CatConnect (Salesforce), Blackthorn, Salesforce Marketing Cloud, GiveCampus, Microsoft Office Suite, Tableau, BI, and NU Financials.

Responsibilities include:

• Managing donor and prospect data for Leadership Giving officer assignment, solicitation, and stewardship
• Creating and producing ad hoc reports for the Leadership Giving team
• Handling the Leadership Giving team email account and calendar
• Support the NULC Board by managing GiveCampus and CatConnect data updates, maintaining data accuracy and integrity, generating reports, coordinating mass communications, and preparing meeting agendas, materials, and content.
• Building emails and event invitations in Salesforce Marketing Cloud, ARD's email marketing software, to circulate for approval and send to a designated audience.
• Assist with data requests and building data extensions for event invitations and communications
• Processing invoices and reimbursements
• Assist with the Director of Leadership Giving's expenses, prospect data, and other duties assigned
• Providing logistics coordination for NULC events and programming, which may include scheduling, tracking RSVPs, communicating with guest speakers and/or arranging travel, formatting presentations, preparing briefings, and creating nametags/event materials.
• Collaborate with staff across Alumni Relations and Development to ensure smooth day-to-day operations.

Please note: This role is eligible for a hybrid work arrangement, up to two days remote and three onsite

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Prepares mailings and emails from mail merge sources including complicated sets of data
• Collects feedback on mailing data from multiple colleagues and garners approvals
• Analyzes data to determine report format, elements, trends, etc.
• Pulls data from donor database for officer prospecting and solicitations based on multiple factors including geography, demographics and past giving

Accounting

• Processes appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms.
• Verifies accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.

Coordination

• Manages dept calendar and email account
• Manages Leadership Giving Officer and guest speaker travel
• Supports events by tracking RSVPs, creating briefings, nametags, and check-in lists.
• Builds emails and events in Salesforce Marketing Cloud, ARDs email marketing system.
• Collects agenda items and background materials.
• Schedules zoom and in-person meetings
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Orders supplies for team members and mailing projects

Contacts

• Responds to email and phone inquiries for Leadership Giving accounts
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 4 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Administrative Support: Ability to provide reliable, detail-oriented support to ensure smooth daily operations and efficient workflow. Demonstrated skill in coordinating meetings, preparing materials, and handling inquiries with professionalism. Capacity to anticipate needs, prioritize tasks, and deliver timely assistance to staff, volunteers, and stakeholders.

• Technical Proficiency: Proficiency in standard office software and the ability to learn new tools quickly. (Microsoft Office Suite and mail merge or similar programs.)

• Communication Skills: Demonstrated clear and professional verbal and written communication, with the ability to convey information effectively with all stakeholders. Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

• Experience working in a setting with multiple simultaneous projects

Preferred Competencies: (Skills, knowledge, and abilities)

• Comfortable working independently and bringing solutions to the team.
• Strong oral and written communication skills
• Analytical mindset and strong aptitude for Excel and other data software
• Team player; coachable; self-starter; takes initiative.
• A willingness to learn

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:

Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.

We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.